One-off charges
Add a single charge to a lease and see when it reaches an invoice.
Before you start
A one-off charge is a single amount you add to a lease: a repair the tenant caused, a key replacement, a late fee, a water bill you want to bill once. For anything that repeats, use a recurring charge instead.
- Only Owners and Administrators can add a charge.
- You need a charge type first, such as Repairs or Fees. See Charge types. Rent, advance rent and caution types can't be used here.
- You can't add a charge to a terminated lease. Its ledger is closed.
- Amounts are whole francs (FCFA), above zero. No centimes.
1. Open the lease's billing page
In the menu, select Tenants and open the tenant. On their active lease, select Billing. You can also open the lease with Manage and select Manage billing.
2. Add the charge
In the Pending charges section, select Add charge. A form opens:
- Charge type: pick the type. If it has a default amount, the amount fills in.
- Amount (Fcfa): what the tenant owes, for example 25 000.
- Description: optional. It is printed on the invoice, so write something the tenant will recognise, like "Broken window repair". Left blank, the charge type's name is used.
- Due date: starts as today. This is the date the tenant has to pay by.
- Covers from and Covers to: optional. For a bill like water, enter the dates it covers, for example 1 to 31 October. The invoice line then shows them. Fill in both or neither.
Select Post charge. You see "Charge posted."
3. Know when it reaches an invoice
It depends on the due date.
- Due today or earlier. OneView issues the invoice straight away and notifies the tenant. If other charges are already due and not yet invoiced, they go on the same invoice.
- Due later. The charge waits under Pending charges. The nightly job puts it on an invoice once the due date is within 10 days. A charge due on 30 June is invoiced around 20 June.
An invoice's due date is the earliest due date of the charges on it.
What happens next
The tenant receives the invoice and can pay from their account, or you can record a payment they made outside the app. You find the invoice under Invoices on the lease, and in Invoices. See How invoices work.
Common problems
I don't see the button to add a charge
Either your role is Manager or Caretaker, or the lease is terminated. Only Owners and Administrators can add charges, and only on leases that are not terminated.
The charge type I need isn't in the list
The list only shows active types you created yourself. Check that the type isn't archived, or add it under Organization, then Charge Types.
I added the charge but there is no invoice
Check the due date. A charge due in more than 10 days stays under Pending charges until then. On a lease that isn't active yet, charges wait until the lease is active.
I entered the wrong amount
A posted charge can't be edited or deleted from the pending list. Once it is on an invoice, an Owner or Administrator can select Adjust next to it. This replaces the charge with a corrected one. It only works while nothing has been paid against that charge. See How invoices work.
I used a past due date. Is the tenant late straight away?
Yes. The invoice is issued with a due date that has already passed, so it shows as Overdue from the start.